Introduction:

The Disclosure and Barring Service (DBS) Update Service is a valuable online subscription service that allows individuals to keep their DBS certificates up-to-date and enables employers to quickly check the status of their employees’ DBS checks.
This blog post explains how the Update Service works, outlining the sign-up process, how employers use it, and the associated costs.

What is the DBS Update Service?

The DBS Update Service is an online system that allows individuals to:

• Keep their DBS certificate up-to-date: Instead of applying for a new DBS check every few years, the Update Service allows your existing certificate to be continuously checked for new information.

• Take their DBS certificate from one job to another: If you work in a sector that requires frequent DBS checks (e.g., healthcare, education, social care), the Update Service can save you time and money by allowing you to use your existing certificate for multiple roles.

• View their DBS certificate online: You can access a copy of your DBS certificate online, which can be useful for sharing with potential employers.

How to Sign Up for the DBS Update Service:

1. Within 30 Days of Receiving Your DBS Certificate: An applicant, can join within 30 days of the date of issue printed on your DBS certificate. You’ll need your DBS certificate number.

Steps to Sign Up Online:

1. Go to the GOV.UK website: Navigate to the official DBS Update Service page: https://www.gov.uk/dbs-update-service

2. Click “Join the Update Service”: You’ll find a prominent button or link to start the registration process.

3. Create an Account: You’ll need to create an account with a username and password.

4. Enter Your Details: Provide the required information, including your personal details, application form reference number (if joining during the application) or DBS certificate number (if joining after receiving the certificate), and payment information.

5. Pay the Subscription Fee: You’ll need to pay the annual subscription fee (see “Costs” section below).

6. Confirmation: You’ll receive a confirmation email once your registration is complete.

How Employers Use the DBS Update Service:

The Update Service provides employers with a convenient way to check the status of their employees’ DBS certificates. Instead of requiring employees to obtain a new DBS check, employers can use the Update Service to:

• Check if a DBS certificate is still valid: The Update Service will tell the employer if there is any new information on the employee’s criminal record since the certificate was issued.

• Check if an individual is on a barred list: Employers can check if an individual is barred from working with children and/or vulnerable adults. (Note: This requires the employer to be legally entitled to carry out barred list checks.)

Steps for Employers to Check a DBS Certificate:

1. Obtain Consent: Employers must obtain the individual’s consent to check their DBS certificate on the Update Service.

2. Go to the GOV.UK website: Navigate to the DBS Update Service page for employers: https://www.gov.uk/dbs-update-service

3. Log in to the Employer Account: Employers need to register for an account to access the Update Service.

4. Enter the Individual’s DBS Certificate Number: The employer will enter the individual’s DBS certificate number and their date of birth.

5. Check the Status: The Update Service will provide one of the following responses:

   • “This certificate is up-to-date”: There is no new information on the individual’s criminal record or barred list status since the certificate was issued.

   • “This certificate is not up-to-date”: There is new information on the individual’s criminal record or barred list status since the certificate was issued. The employer will need to request a new DBS check.

   • “This certificate cannot be checked online”: The employer will need to request a new DBS check.

Important Notes for Employers:

• Eligibility to Check Barred Lists: Employers must be legally entitled to carry out barred list checks. This typically applies to organisations that provide services to children and/or vulnerable adults.

• Record Keeping: Employers should keep a record of the checks they have carried out on the Update Service.

• Privacy: Employers must handle the information obtained from the Update Service in accordance with data protection regulations (GDPR).

Annual Costs of the DBS Update Service:

As of 01/01/2025, the annual subscription fee for the DBS Update Service is £16. This fee is subject to change, so it’s always best to check the official GOV.UK website for the most up-to-date information.

https://www.gov.uk/dbs-update-service

Benefits of Using the DBS Update Service:

• For Individuals:

  • Saves time and money by avoiding the need for frequent DBS checks.

  • Allows you to take your DBS certificate from one job to another.

  • Provides peace of mind knowing your DBS certificate is always up-to-date.

• For Employers:

  • Streamlines the DBS checking process.

  • Reduces the cost of DBS checks.

  • Provides real-time information about the status of employees’ DBS certificates.

  • Helps ensure a safer working environment.

Conclusion:

The DBS Update Service is a valuable tool for both individuals and employers. By keeping DBS certificates up-to-date and providing a convenient way to check their status, the Update Service helps to enhance safeguarding and streamline the DBS checking process.

Things to remember:

• If you need a DBS check, consider joining the Update Service once you have received your DBS printed certificate.

• If you are an employer, register for the Update Service to check the status of your employees’ DBS certificates.

• Visit the GOV.UK website for more information about the DBS Update Service: https://www.gov.uk/dbs-update-service

Disclaimer: This blog post provides general information only and should not be considered legal advice. Always consult with the official DBS guidance on the GOV.UK website for specific guidance related to your situation.